Record Keeping in Parishes

Record Keeping in Children’s Activities

·  The Parish safeguarding officer must make and update annually a list of all paid staff and voluntary workers in the church who have regular, direct contact with children, and ensure that full recruitment procedures have been followed for each of them.

·  Leaders must register every child or young person attending each specific activity with a form which includes their name, address date of birth, contact number for their parent or carer and parental consent for the activity. Store the forms together in a confidential place and always have them available for the leaders of the activity throughout each session.

·  Leaders must keep an attendance register for each activity for every child and leader in attendance at each session.

·  There must always be a phone available throughout each activity in case of emergencies: this may be a mobile phone.

·  All confidential records about leaders and confidential records about children and young people must be stored in a locked filing cabinet, with access limited to the parish safeguarding officer, churchwardens and the Incumbent.

·  Record all accidents in the Accident book, which should always be accessible on the premises

·  Records must normally be retained for five years, but there may be special circumstances requiring longer retention.

Record Keeping in Adults’ Activities

·  The parish safeguarding officer must make and update annually a list of all leaders in the church who have regular, direct contact with vulnerable adults, and ensure that full recruitment procedures have been followed for each of them.

·  Attendance records are NOT required for open schemes such as lunch clubs

·  Keep a record of home visits and other individual work with vulnerable adults

·  Where possible, obtain details of carer or next of kin so they can be contacted in an emergency. This is NOT necessary if the adult lives in an institution where this information should be on file already.

·  Always have a phone throughout each activity for emergencies, this can be a mobile

·  All confidential records about leaders, and confidential records relating to allegations of abuse against members of the congregation, and specific concerns about adults who may be vulnerable, must be stored in a locked filing cabinet, with access limited to the parish safeguarding officer and the Incumbent.

·  Record all accidents in the Accident book, which should always be accessible on the premises.

Record keeping in recruitment

The parish must keep securely and make available to those authorised by the parish:

·  A file for each lay member of staff or volunteers who works with children and vulnerable adults

·  Parish agreements with the diocese on obtaining CRB disclosures [as used between 2002 and 2010]

·  Churchwardens’ declaration on CRB [DBS]registered body choice [as used from 2010]

·  Letters and other correspondence pertaining to disclosures from the diocese should be kept for as long as those volunteers and employees are in the particular role for which Disclosure was obtained. After departure all that needs to be retained is a note of the start and finish dates, position held and any issues which arose.

·  A dated register of those who have been CRB/DBS cleared, for administrative purposes, such as ensuring renewals, or to provide a quick reference. Employers’ copies of CRB/DBS Disclosures are not to be kept of longer than six months;

·  Any communications from third parties e.g. complainants on any matter, the police or social services and a factual record of the actions taken

·  It is essential to keep accurate records of any concerns, disclosures and allegations relating to children and vulnerable adults. Facts observed or disclosed must be accurately recorded, signed and dated. If records are being kept without the knowledge of the subject, it must be clearly recorded why this is so, for instance if there is a pattern of behaviour which needs to be monitored or third party information, such as a letter of complaint. Records of allegations must be retained including when they are unfounded together with details of investigations.

·  These files should be kept in a locked filing cabinet by the incumbent or in the parish office.


Guidance on Records Retention

Basic record description / Keep in Parish / Final Action
Accident reporting sheets or book – if relating to adults / Date of incident + 20 years / Destroy
Accident reporting sheets or book – if relating to children / The date when a child became adult +20 years / Destroy
A clear CRB certificate or DBS copy / Within 6 months of the recruitment decision / Destroy
Risk Assessment recommendations and management plan in the event of an unclear or blemished disclosure / 50 years after appointment/employment ceases / Destroy
Records of other safeguarding adult or child protection incidents ether within the parish or within a family/by an individual where the Parish was the reporting body or involved in care or monitoring plans. That is, any sex offender risk assessments and monitoring agreements. / 50 years after the conclusion of the matter / Destroy
Records of any children’s activities, Sunday school/junior church/youth club registers and related general safety risk assessments. Any communication from parents or other parties in relation to the above. / 6 years after employment ceases / Destroy
Personnel records relating to lay employees not working with children and vulnerable adults: including annual performance assessments, disciplinary matters, job descriptions, training and termination documentation. / 50 years after the conclusion of the matter / Destroy
Parish agreement with diocese on obtaining CRB disclosures / Last action +5 years / Permanent [deposit]

Issued February 2014